Hi Sangeeta,
The Steps are:
1 Formulating template: first decide upon a template you will have for a job description. You can search on google for the same, you will get many. But think on what are the details you will want to capture. For eg: there are organisations which have the position illustrated in the org structure in a job description. But since org structures are dynamic for small organisations many a time (as reporting lines change due to business compulsions) it would not be a good idea to have it there. Contrary you may have it in job descriptions if the organisation is big having stable business and the structure is well defined. This may include the KRA, the routine activities, skills/ competencies viz: technical, soft and work ex.
2 Data gathering: this is a process in which you need to understand what the business is all about. You need to sit with various business/ dept. heads to know what exactly they do, their contribution in the big picture and how activities are carried on. You can then correlate information which will make your task simpler.
3 Data formatting: the gathered data is required to put in the format you have already made in step 1. Remember job descriptions form a very useful tool for performance appraisal. In job descriptions you have the KRA and routine tasks defined which are to be evaluated during performance appraisals.
4 An extension to the above step could be that you identify/ define competencies with degrees for an organisation. For eg: communication defined in 3 degrees, degree 1 for junior level, degree 2 for middle level and degree 3 for senior level.
Generally in practice, job descriptions in organisations are missing. This is my experience. During the performance appraisal, employees just re-instate the matter that was submitted during the previous appraisal cycle as many don’t know what is to be written in the form. To kill this problem, job description helps.
Again, periodic review of the same is a challenge!
Cheers Asif
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